Job Title: Personal
Assistant
Reports to: Managing Director
About Us:
Our Client is the leading
electricity generation company in Africa and is seeking to recruit a result
driven and motivated for the vacancy above.
electricity generation company in Africa and is seeking to recruit a result
driven and motivated for the vacancy above.
Job Summary: The Job holder will provide versatile
secretarial and administrative support as required by management.
secretarial and administrative support as required by management.
Key Duties &
Responsibilities:
Responsibilities:
1. Record
Management
Management
- Implement and maintain a well
organized secretarial function which includes a complete administrative
and filing system. - Take minutes of meetings and
ensuring distribution to all concerned within two weeks. - Confirm accuracy of incoming
correspondence, liaise with originators and forward once ready for
signature. - Scan documents and systematically
file on BIP.
2. Travel
Support
Support
- Book air tickets, accommodation and
make transportation arrangements for travelling directors and managers. - Confirm itinerary
- Inquire about travel visas for
foreign trips and where required, make the necessary arrangements to
obtain the visas. - Support the travelling
Director/Manager with any other logistical needs and stay in touch until
the traveler comes back to the home office.
3. Meeting
Support
Support
- Manage MD’s calendar and meetings
including all logistics for the said meetings (venue, refreshments, types
of meetings such as monthly review, weekly reviews etc). - Circulate actions and confirm
completion two weeks before the meetings - Review contents and quality of Board
papers - Confirm that all approvals are
appropriately signed - Format, review, and forward to the
Company Secretary. - File all submissions and minutes in
the BIP
4. Correspondence
Management
Management
- Receive and stamp all incoming mail
- Handle all office correspondence and
redirect where necessary. - In consultation with Directors,
reply to letters/queries on behalf of the directors when appropriate. - Answer and redirect incoming
calls
5. Appointment
Management
Management
- Maintaining the Director’s diaries
and schedule appointments - Resolve time conflicts arising from
the diaries
6. Risk
Management
Management
- Identify and bring to management
attention any perceived risks pertaining to the management of the office. - Follow up on all mitigating actions
from the identified risks to confirm implementation and close out of such
risks and any outstanding actions with the Risk department.
7. Office
Management
Management
· Co-ordinate
office requirements as need arises by bringing those requirements to the
attention of relevant owners and follow up until resolved.
office requirements as need arises by bringing those requirements to the
attention of relevant owners and follow up until resolved.
Key Outputs:
· Filing
system maintained.
system maintained.
· Scheduling
appointments done.
appointments done.
· Logistical
arrangements for meetings conducted
arrangements for meetings conducted
· Taking
minutes of meetings done.
minutes of meetings done.
· Handling
all office correspondence.
all office correspondence.
· Travel
arrangements.
arrangements.
· Accurate
and efficient typing of correspondence
and efficient typing of correspondence
Qualifications, Skills
& Experience:
& Experience:
- Office administration and
secretarial skills - Good typing skills.
- Organizing skills
- Confidentiality.
- Reliability.
- Time management skills
- Computer literate
- Good customer relations skills.
How to apply:
Please follow the
instructions as stated below as failure to do so could lead to
disqualification.
instructions as stated below as failure to do so could lead to
disqualification.
Write an Application letter
and CV/Resume.
and CV/Resume.
Merge these two documents
into one document in either word or PDF format.
into one document in either word or PDF format.
Do not attach or send any
scanned documents. These are sometimes too large for our inbox.
scanned documents. These are sometimes too large for our inbox.
Include the job title
and/or reference number in the subject line of the email address and send your
application by email to [email protected]
and/or reference number in the subject line of the email address and send your
application by email to [email protected]
Only successful candidates
will be contacted. For all other inquiries please contact our offices directly
will be contacted. For all other inquiries please contact our offices directly
For More Ugandan Jobs,
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